Setup Guide Apple Macintosh Clients with Apptix Hosted Exchange

Transcription

1 Setup Guide Apple Macintosh Clients with Apptix Hosted Exchange Live Customer Support:

2 Apple Macintosh Setup / Overview: Native Apps Page 2 of 27 OVERVIEW: How to Connect Macintosh Native Applications to Exchange (Mail, ical, Address Book) In September 2009, Apple released an update for Intel-based Macintosh computers called Snow Leopard which allows the Mail, ical and Address Book applications to connect to Exchange servers. NOTE: Macintosh users can also connect to your Exchange account using the Entourage software. Instructions for setting up Entourage to connect to your Exchange mailbox follow in the next section. Auto-configure Macintosh Mail for Exchange IMPORTANT: The setup for connecting Macintosh Mail, ical and Address Book to your Exchange mailbox is a very simple and straight-forward process if you have the AutoDiscover CNAME record properly setup for your domain. The AutoDiscover CNAME record is identified in the Welcome to Apptix that was sent when you ordered the Apptix hosted Exchange service. Apptix Exchange AutoDiscover CNAME Record: autodiscoverredirect.apptix .net 1. Open the Mail application 2. From the Menu options, select File and then Add Account 3. From the Add Account window fill out the information related to your Exchange Account and click the [Continue] button when finished: a. Full Name: This will be the display name for your account. b. Address: Enter your primary address associated with your Apptix Exchange mailbox c. Password: Enter the password associated with your Apptix Exchange mailbox 4. If your domain has the correct AutoDiscover CNAME record configuration, and the inputs entered in the Add Account window are correct, the Macintosh Mail program will search the Internet for your Exchange mailbox configuration settings and automatically connect to your Apptix mailbox.

3 Apple Macintosh Setup / Overview: Native Apps Page 3 of 27 a. It may take several minutes for your Apptix Exchange mailbox data to be downloaded to the Mail program and populate your Exchange mailbox folders. 5. The ical and Address Book applications are automatically connected to the same Exchange mailbox configured through the Mail application. You should see both ical and Address Book applications populated with the data associated with your Apptix Exchange mailbox account. Manual configuration of Macintosh Mail for Exchange IMPORTANT: If you do not have the proper AutoDiscover CNAME record configured for your domain records, you still may configure Macintosh Mail for Exchange by entering the server settings manually. 6. If the auto configure fails, due to a lack of the proper AutoDiscover CNAME Record in your domain s DNS settings, the Add Account window allows you to manually enter the Apptix Exchange server information in order to connect Macintosh Mail to your Apptix Exchange mailbox 7. From the Account Type drop down select the Exchange 2007 option. 8. Enter your Display Name in the Description field. 9. The remaining fields allow you to manually configure Macintosh Mail to connect to your mailbox: a. Incoming Mail Server: Enter autodiscover.apptix .net b. User Name: This is typically the same as your primary address. Enter the user name used to access your Apptix Exchange mailbox c. Password: Enter the password associated with your Apptix Exchange mailbox d. Also set up: Check both options for Address Book and ical if you want those applications to synchronize with your Apptix Exchange mailbox 10. Click on the [Continue] button. Macintosh Mail will then connect to your Apptix Exchange mailbox and populate the Mail, ical, and Address Book applications with your Exchange mailbox data. a. It may take several minutes for the initial synchronization of data to be completed.

4 Apple Macintosh Setup / Detailed: Apple Mail Page 4 of 27 OVERVIEW: How to Connect using (Microsoft) Entourage NOTE: Entourage is a third party application developed by Microsoft that allows Macintosh computers to connect to Exchange. Entourage mimics Outlook in that the Mail, Contacts, Calendar, Notes and Tasks components are all within the single Entourage application, though only the Mail, Contacts and Calendar synch with the Exchange server. Notes and Tasks remain local to the Entourage software and are NOT synched with the Exchange server. Macintosh users who have a computer that has been updated to the Snow Leopard Operating System (available September 2009.$29.95 upgrade for Macintosh Intel-based computeres) can also connect to Exchange using the native Macintosh applications. See the section above for connecting the native Macintosh applications (Mail, ical, Address Book) to Exchange. User ID/Account ID: First.Lastname@yourdomain.com (This is how you login to your Hosted Exchange account) Domain: Collaboration Password: (This is your password.) Exchange Server: \ Note: You must add your primary address after the /exchange/ Public Folder Server: LDAP Server: mac.apptix .net using port 3268 Please make sure the following checkboxes are checked/unchecked as indicated below: ENTOURAGE SETTING CHECKED UNCHECKED My Account is on an Exchange server This DAV service requires a secure connection (SSL) X X Override default DAV port: 443 X This server requires me to log on X This LDAP server requires a secure connection (SSL) Override default LDAP port 3268 X X Please note, there is a limitation with the Address book; you cannot view all users, but you can search for users in your organization.

5 Apple Macintosh Setup / Detailed: Apple Mail Page 5 of 27 Configure Your Entourage 2008 Mail Client To configure your Entourage 2008 mail client to connect to your mailbox on Exchange Server, follow these instructions: 1. Open Entourage 2. Select Tools and then Account Settings 3. From the New drop down menu select Exchange 4. Make sure My account is on an Exchange Server is checked and then select Configure Account Manually, which is located in the lower left corner of the dialog box. 5. Fill out the following fields under the Account Settings tab a. Enter (auto filled) in the Account name and address fields b. Enter your name in the Name field c. Enter (auto filled) in the Account ID field d. Enter your Exchange Mailbox password in the Password field. e. Enter Collaboration in the Domain field. f. Check the box labeled Save password in my Mac OS keychain g. Enter /exchange/(auto filled) in the Exchange Server field. h. Check the box labeled This DAV service requires a secure connection (SSL). 6. Select the Advanced tab and fill out the following fields a. Enter /public in the Public folders server field b. Check the box labeled This DAV service requires a secure connection (SSL) c. Enter mac.apptix .net in the LDAP server field 7. Verify that all of the entered information is correct. Make any necessary changes and then select Ok. Your Entourage client is now configured to connect to your Exchange Account.

6 Apple Macintosh Setup / Detailed: Apple Mail Page 6 of 27 DETAILED: Apple Mail Configuration Instructions These instructions show how to configure Apple Mail on Macintosh computers with OSX version 10.5 or higher. Before proceeding with Apple Mail configuration, it should be noted that Microsoft Entourage for Mac is no longer needed to work with Apptix s Microsoft Exchange based servers the combination of Apple Mail, ical, and Address Book provide similar functionality as the Entourage software. Apple Mail can be configured to work with Apptix through the Exchange service this is selected when you first begin configuring Apple Mail. With previous versions of Mac, a third party application (i.e., Entourage) was required to connect to Exchange based systems. Now, with Mac OS X 10.5 Snow Leopard or higher OS, support for all of the features and functionality of Exchange Server 2007 in built in. Before configuring Apple Mail, ensure that you have already created the user mailbox/ address within the Apptix OnDemand web based account control panel. The Apple Mail client utilizes Exchange Web Services (EWS), which is part of the Outlook Web Access (OWA) feature. The OWA access must be enabled when creating the mailbox (see screen below showing OWA and ActiveSync enabled for this example mailbox)).

7 Apple Macintosh Setup / Detailed: Apple Mail Page 7 of 27 Configure Apple Mail with Exchange Autodiscover If you have not previously run Apple Mail or configured an account: 1. You will be prompted with the Welcome to Mail window below when you first run Apple Mail. This wizard will guide you through setting up your first account after you click the Continue button. If you do not see the wizard above or have previously used Apple Mail: Run Apple Mail and go to the Preferences menu and then click the Accounts icon as shown in the picture below. Then click the + symbol/button on the bottom left of the window.

8 Apple Macintosh Setup / Detailed: Apple Mail Page 8 of You should now be at the New Account window as shown below. Enter your full name, address and password of your Apptix Exchange account. Click the Continue button. 3. Exchange Autodiscover will gather the necessary information from the server and finish the configuration. Note, in order for Autodiscover to function properly, your Network Administrator should have configured an autodiscover.yourdomainname.com entry into your DNS service please contact your administrator for more information. 4. If the Exchange Autodiscover service does not automatically configure the client settings, you will have to complete the steps below to complete the client setup.

9 Apple Macintosh Setup / Detailed: Apple Mail Page 9 of 27 Configure Apple Mail Manually If you have not previously run Apple Mail or configured an account: 1. You will be prompted with the Welcome to Mail window below when you first run Apple Mail. This wizard will guide you through setting up your first account after you click the Continue button. If you do not see the wizard above or have previously used Apple Mail: Run Apple Mail and go to the Preferences menu and then click the Accounts icon as shown in the picture below. Then click the + symbol/button on the bottom left of the window.

10 Apple Macintosh Setup / Detailed: Apple Mail Page 10 of From the pull down menu, choose Exchange Enter a description for the account (for example, Work or Exchange). 3. Enter the fully qualified domain name for the organization s Exchange Client Access Server (CAS). The default for Apptix users is mail.hostaccount.com as shown below. Note that the CAS doesn t necessarily share the same address as the Outlook Web Access (OWA) Server although they often do. HTTP prefixes are not required.

11 Apple Macintosh Setup / Detailed: Apple Mail Page 11 of Enter the Exchange user name and password. The username is the full address. Make sure the Address Book and ical checkboxes are selected to automatically set up those applications. If these are not selected, you can manually configure these applications later. 5. A summary of the settings, see below, will appear. Once you complete the account configuration and optionally any import of legacy data, the main window for Apple Mail should display (as shown below). Any contained in your Apptix account will be synchronized into your Inbox (or other folders).

12 Apple Macintosh Setup / Detailed: Apple Mail Page 12 of 27 Configure additional Apple Mail settings Additional settings for the Apple Mail client can also be configured. From the Accounts Pane, number 1 above, you can modify the account information ( address, password, etc.): You can also modify the following settings within the Mailbox Behaviors and Advanced screens of the Accounts Pane:

13 Apple Macintosh Setup / Detailed: Apple Mail Page 13 of 27 Configure ical manually Normally, ical will be automatically configured to utilize Exchange if you first configured Apple Mail as described above. If you need or wish to configure ical manually, follow these steps: 1. From the Accounts Pane in the ical application enter a description for the calendar. Enter the Exchange user name and password. The username is the full address. 2. Use the pull down menu to choose the calendar refresh rate. From the Server Settings tab, enter the fully qualified domain name for the organization s Exchange Client Access Server (CAS). (For example, exchange01.example.com, not exchange01) Note that the CAS doesn t necessarily share the same address as the Outlook Web Access (OWA) Server although they often do. HTTP prefixes are not required.

14 Apple Macintosh Setup / Detailed: Apple Mail Page 14 of The Server path should be /EWS/Exchange.asmx Check Use SSL, if this is not already selected. 4. Use the Delegation tab to grant other users access to your calendar. Your default calendar will appear and resemble the calendar below, depending on your review.

15 Apple Macintosh Setup / Detailed: Apple Mail Page 15 of 27 Configure Address Book Manually Normally, Address Book will be automatically configured to utilize Exchange if you first configured Apple Mail as described above. If you need or wish to configure Address Book manually, follow these steps: 1. From the Accounts Pane in the Address Book application enter a description for the contacts. Enter the Exchange user name and password. The username is the full address. 2. Use the pull down menu to choose the contacts refresh rate. From the Server Settings tab, enter the fully qualified domain name for the organization s Exchange Client Access Server (CAS). (For example, exchange01.example.com, not exchange01) Note that the CAS doesn t necessarily share the same address as the Outlook Web Access (OWA) Server although they often do. HTTP prefixes are not required.

16 Apple Macintosh Setup / Detailed: Apple Mail Page 16 of The Server path should be /EWS/Exchange.asmx Check Use SSL, if this is not already selected. 4. Your default Address Book will appear and resemble the Address Book below, depending on your view.

17 Apple Macintosh Setup / Detailed: Apple Mail Page 17 of 27 Supported Exchange Features: Mail Send and receive Exchange messages in either plain text or HTML. Organize messages with Exchange mail folders. Manage event invitations from the inbox. Autocomplete addresses from the Global Address List (GAL), contact folders, and distribution lists. Find messages instantly using Spotlight search. Preview document and file attachments to using Quick Look. Set message priorities. Manage quota limits. Access mail offline. Calendars View and edit Exchange calendar events. Organize your events on multiple calendars. Send and receive event invitations. Schedule meetings using free/busy availability information. Find the earliest time available for attendees using Auto Pick. Delegate your calendar to colleagues. Book rooms and resources. Add alarms to events. Attach files to events. Autocomplete event attendees and resources from the Global Address List (GAL), contact folders, and distribution lists. Access Exchange calendars, events, and tasks offline. Contacts View and edit Exchange contacts. Organize contacts into Exchange contact folders. Search the Global Address List (GAL). Copy GAL contacts to contact folders. Find contacts instantly using Spotlight search. Access contact photos. Drag contacts to ical to create meetings. Access contacts offline. Notes and tasks View and edit Exchange tasks. Assign a due date to a task. Assign a priority to task. Assign an alarm to a task. Mark a task completed View and edit Exchange notes. View Exchange notes in inbox.

18 Apple Macintosh Setup / Detailed: Outlook 2011 Setup Page 18 of 27 DETAILED: Entourage 2008 Configuration Instructions This document details the installation instructions for Microsoft Entourage 2008 onto an Apple Macintosh computer. Entourage can be purchased as an individual software application or as part of the Microsoft Office for Mac 2008 suite of applications. The instructions below show installation screen capture from the Office Installer but the instructions for installing just Entourage are very similar. Installing Entourage 2008 Entourage can be installed from the original DVD or from a downloaded installation file. Double click on the Microsoft Office 2008 DVD icon on your Macintosh desktop or the downloaded installation file. From the screen below, double click the Office Installer icon to begin the installation. Follow the Installation Wizard accepting each of the default settings and pressing the Continue button on the button right of each window.

19 Apple Macintosh Setup / Detailed: Outlook 2011 Setup Page 19 of 27 At the end of the installation, the installer may prompt you asking if you would like to delete any older versions of Microsoft Office for Mac found on your computer. You may keep the old version of Office for Mac without impacting this new version if you d like. Microsoft Office 2008 for Mac will be installed, by default, into a folder called Microsoft Office 2008 under the Applications directory within Finder. The Office Installer will also, by default, install icons for Word, Excel, PowerPoint, and Entourage on your Dock so make it easier to find and launch your applications. Configure Entourage Entourage 2008 is configured with the same settings as Entourage 2004 except that some of the configuration windows and fields appear slightly different. These instructions will detail how to configure Entourage 2008 to access the Apptix Exchange servers. A valid Internet connection is required in order for Entourage to connect. Configuration Instructions: 1) Run Entourage Note that upon first running Entourage, you will see and be able to navigate to your Inbox, Calendar, Contacts, Notes, Tasks, etc. but these are your local data folders stored on your computer and NOT your Exchange synchronized data from Apptix. 2) From the Entourage Menu Bar across the top of the screen, select Entourage and then Account Settings.

20 Apple Macintosh Setup / Detailed: Outlook 2011 Setup Page 20 of 27 3) From the Account Settings window, click the New button to add an account (the example below already shows an existing account in the list multiple accounts and servers can be connected at the same time in Entourage). 4) The Account Setup Assistant will not start as shown below. Enter your primary address and check the box indicating My account is on an Exchange server. Then click the Configure Account Manually button on the bottom left (do NOT click the next right arrow button on the bottom right).

21 Apple Macintosh Setup / Detailed: Outlook 2011 Setup Page 21 of 27 5) You will now see the Edit Account window that has several tabs across the top. You will first need to enter your user account information into this Account Settings tab as shown in the example below. a. The Account name is simply a description for this account. You can enter any name here but we recommend you enter the name Apptix. b. Under Personal Information, enter your name as you would want it shown on the from: line of your s. c. Enter your address in the E mail address field. If you have multiple addresses, only enter the primary (also called SMTP) address for your account. Ask your company administrator or call Apptix Customer Service if you are not sure). d. Enter your Account ID. This is shown as Legacy ID in the Apptix OnDemand web console when the mailbox was initially created by your company administrator or Apptix (see your company administrator or call Apptix Customer Service if you are not sure of your correct Account ID). Normally this is the portion of your address before sign. e. Type Collaboration into the Domain field f. Enter your password (case sensitive). Note that you will only see *** symbols as you type so enter your password carefully. g. Ensure the box is checked next to Save password in my Mac OS keychain h. Under Server Information in the Exchange server field, type the below but substitute john.smith@apptix.com with YOUR address i. Ensure the box is checked next to This DAV service requires secure connection (SSL)

22 Apple Macintosh Setup / Detailed: Outlook 2011 Setup Page 22 of 27 6) Click on the Advanced tab at the top of this Edit Account window. You will now enter information for the Public folder and LDAP server (in order to lookup other users in your company directory). https;///public mac.apptix a. Enter for the Public Folder server. b. Ensure the box is checked next to This DAV service requires secure connection (SSL) c. Type mac.apptix .net for the LDAP server d. Ensure the box is checked next to This server requires me to log on e. Click the OK button, no further information needs tob be entered on the other tabs of this Edit Account window. 7) You can now close the Accounts window (by clicking the red circle/button on top left of window) if it is still open.

23 Apple Macintosh Setup / Detailed: Outlook 2011 Setup Page 23 of 27 Entourage Send/Receive Schedule Entourage 2008 uses a scheduled approach to receiving s. This means every 10 minutes, by default, Entourage checks the Exchange server (or other systems as well) for new messages. This default interval of 10 minutes in configurable down to as low as 1 minute. New messages that you send are sent immediately and not via the scheduled interval. To change the Scheduled send/receive interval, select Schedules from the Tools menu bar in Entourage. Then double click on the Send & Receive All schedule to edit. Then you can change the Repeating Schedule settings from 10 minutes to whatever you would like. Also note that you can force a Send/Receive at any time by slicking on the Send/Receive button on the top right of the Entourage toolbar.

24 Apple Macintosh Setup / Detailed: Outlook 2011 Setup Page 24 of 27 Tips and Frequently Asked Questions The follow is a list of helpful tips, reminders, and frequently asked questions regarding the use of and configuration of Entourage. Customers are encouraged to contact Apptix Customer Support for more information and to answer your questions or problems. 1) Do not configure Entourage using IMAP against the Apptix Exchange server. Many of the Exchange specific features will not function and synchronization will not work properly for Calendar, Contacts, etc. Ensure that you select Exchange as the server type when configuring Entourage. 2) Delegations cannot be configured within Entourage at this time. You can set delegations from Microsoft Outlook 2003 or Outlook 2007 running on a PC or contact Apptix Customer Service for assistance. This is a technical limitation with Entourage when using a hosted Exchange server across the Internet. 3) Notes and Tasks do no synchronize with Exchange. Notes and Tasks are only held on the local computer within Entourage this is a technical limitation of Entourage that Microsoft is aware of/has not yet enabled this feature. 4) Additional junk, deleted, and sent folders may appear in your mailbox folder heirarchy caused by the use of Apple Mail, isync, or other third party client software in use. 5) Local data stored under the On My Computer folders within Inbox, Calendar, Contacts, Tasks, and Notes are just that on the local computer only and not synced to Exchange (or a PDA attempting to synchronize with Exchange) 6) When using the Address Book to find recipients, Entourage default to looking at your Contacts folder and not your company wide address book stored in Exchange. You must use the drop down menu within the Address Book within Entourage and select Apptix as the directory. Also see the note below on directory searching. 7) When searching the Exchange directory of users for your company, you may not see any users listed. You must first select a search criteria such as a first name, last name, or some characters found within a user name. Once you enter some search criteria and press the Enter/Return key, a list of user matching the criteria will display for you to chose from. 8) You may get an error when attempting to Open Other User s Folders from with Entourage. This function does work but may require you to enter in the entire server name and address of the user (or conference room resource mailbox) under the Advanced button. On the Open Other User s Folder, click on the Address Book icon instead of typing a user name and clicking the OK button. Once you open the Address Book Icon, you will see the Advanced button on the bottom left where you need to enter the address and full server address in the form: but replace john.smith@apptix.com with the address of the Resource mailbox or other user.

25 Apple Macintosh Setup / Detailed: Outlook 2011 Setup Page 25 of 27 DETAILED: Outlook 2011 Configuration Instructions Microsoft has updated its Macintosh Office Suite of software that now includes Outlook 2011 as a replacement for Entourage. Outlook 2011 for Macintosh is more similar to Outlook for Windows than Entourage, so this update appeals to many users who are familiar with Outlook for managing . Configuring Outlook Click on the Outlook 2011 Icon from the Mac applications dock. 2. If you do not see the Windows listed below click on Outlook tool bar and select Preferences, then Accounts. 3. Click on Exchange Account

26 Apple Macintosh Setup / Detailed: Outlook 2011 Setup Page 26 of Enter your Exchange account information as requested: address: Enter your full address (Ex: first.lastname@mycompany.com) User name: Collaboration\username (this is your user name as defined in the Control Panel. Example: Collaboration\first.lastname@mycompany.com) Password: Enter your Exchange mailbox password (Ex: Password1!!) Configure automatically: Check this to allow Outlook to configure the Exchange connection automatically. If you have correctly setup your DNS Records (CName: Autodiscover record) then the automatic configuration should work. Alternatively, continue with the manual configuration parameters. 5. If the auto configuration failed, an additional field will be displayed to allow you to enter the configuration server. Enter the server information and click on [Add Account] Server:

27 Apple Macintosh Setup / Detailed: Outlook 2011 Setup Page 27 of Click the [Allow] button to complete the configuration of Outlook.